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Posting Title: ADMINISTRATIVE ASSISTANT.,
FS4,Jobs in Uganda,
Reports to: the Service Line Manager.
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: Regional Service Centre at Entebbe
Duty Station: ENTEBBE
Job Opening number: 14-ADM-RSCE-35449-F-ENTEBBE (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This "Recruit from Roster" job opening is only open to roster
applicants who are already placed on
pre-approved rosters, following a review by a United Nations
Central Review Body. Only roster applicants who were placed on rosters with
similar functions at the same level are considered to be eligible candidates.
Eligible applicants receive an email inviting them to apply. Rostered
applicants are encouraged to apply only if they are interested and available to
take up the position at the duty station/s specified in the Job Opening.
Applying to this job opening carries an expectation to accept the offer, if
selected.
Org. Setting and Reporting
This position is located in RSCE
Entebbe. The incumbent reports to the Service Line Manager.
Responsibilities
Within delegated authority, the Administrative Assistant FS-4 will carry
out the following duties:
Human Resources Management
• Initiate, review, process and follow-up on actions related to the
administration of the unit’s human resource activities, e.g., recruitment of
staff and consultants, placement, promotion, relocation, performance appraisal,
job classification review, separation of staff members, training, etc…,
ensuring consistency in the application of UN rules and procedures.
• Participate in the selection of candidates for the Section; evaluate and
screen applications of such candidates, prepare profiles of candidates, conduct
preliminary interviews and identify short-lists of candidates.
• Respond to enquiries and provide information and advice to staff
regarding administrative procedures, processes and practices, conditions of
service, duties and responsibilities.
• Oversee the maintenance of the Section's vacancy announcement files and
keep track of status of current vacancy announcements; ensure that
recommendations regarding changes in contractual status of staff comply with
established procedure and policy; prepare documents for promotion, special post
allowance, review of entry level and within grade allowance panels.
Budget and Finance
• Assist in the preparation and review of financial and human resource
proposals and consolidate the budget and work programme with respect to the
Section’s budget, trust funds, grants and procurement.
• Consolidate data received from other unit's regarding budget submissions;
assist in preparation of supporting narrative and tables regarding the budget
cost estimates, coordinate with other sections regarding any clarification or
additional input required for the formulation of the yearly section budget.
• Review expenditures and compare with the field mission approved budget;
prepare adjustments as necessary. Assist
the manager in the elaboration of resource requirements for budget submissions;
coordinate with other finance and budget staff on related issues during the
preparation of the budget report.
• Assist in the preparation of budget performance submissions and in the
finalization of budget performance reports.
• Monitor integrity of various financial databases and verify accuracy of
input data, ensuring consistency of data recorded.
• Review requisitions for goods and services to ensure correct objects of
expenditure have been charged and availability of funds.
General Administration
• Draft routine correspondence to respond to inquiries in respect to relevant
administrative, financial audit and personnel matters; schedule meetings and
appointments; maintain files of administrative instructions and other rules and
regulations; provide guidance and training to other administrative assistants.
• Coordinate extensively with service units and liaise frequently with
internal team members both at the Headquarters and in the field.
• Perform other related administrative duties, as required e.g.,
operational travel plan for unit/section; attendance and leave recording;
physical space allocation plans and the identification of office technology
needs and maintenance of equipment, software and systems, assist with the
organization and coordination of seminars, conferences and translations.
• Guide, train and supervise more junior level staff.
• Perform other duties as required.
Competencies
• Professionalism – Ability and experience across a broad range of
administrative functions, e.g., budget/work program, human resources, database
management, etc. Knowledge and application
of the UN systems, staff rules and regulations.
·
Ability to manage processes, maintain accurate records, interpret/analyse a
wide variety of data, and identify/resolve data discrepancies and activity
problems.
·
High degree of commitment to ensure the proper use of the unit’s financial
resources.
·
Shows pride in work and in achievements;
·
demonstrates professional competence and mastery of subject matter; is
conscientious and efficient in meeting commitments, observing deadlines and
achieving results; is motivated by professional rather than personal concerns;
·
shows persistence when faced with
difficult problems or challenges; remains calm in stressful situations.
·
Takes responsibility for incorporating gender perspectives and ensuring the
equal participation of women and men in all area of work.
• Communication:
·
Speaks and writes clearly and effectively;
·
listens to others, correctly interprets messages from others and responds
appropriately;
·
asks questions to clarify, and exhibits interest in having two-way
communication;
·
tailors language, tone, style and
format to match audience; demonstrates openness in sharing information and
keeping people informed.
• Planning & Organizing – Develops clear goals that are consistent with
agreed strategies; identifies priority activities and assignments; adjusts
priorities as required;
allocates appropriate amounts of time and resources for completing work;
foresees risks and allows for contingencies when planning; monitors and
adjusts plans and actions as necessary; uses time efficiently.
• Teamwork – Works collaboratively with colleagues to achieve
organizational goals;
·
solicits input by genuinely valuing others’ ideas and expertise;
·
is willing to learn from others; places team agenda before personal agenda;
·
supports and acts in accordance with final group decision, even when such
decisions may not entirely reflect own position;
·
shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
Education
High school or equivalent diploma is required.
Work Experience
At least 6 years of progressively responsible experience within the United
Nations system or the private sector in the field of finance, accounting, human
resources, audit, administrative services, or in other related fields.
Languages
French and English are the working languages of the UN Secretariat. For
these positions, fluency in oral and written English and French is required.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which
may be followed by competency-based interview.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men
and women to participate in any capacity and under conditions of equality in
its principal and subsidiary organs. (Charter of the United Nations - Chapter
3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101,
paragraph 3, of the Charter as well as the requirements of the position. The
United Nations is committed to the highest standards of efficiency, competence
and integrity for all its human resources, including but not limited to respect
for international human rights and humanitarian law. Candidates may be subject
to screening against these standards, including but not limited to whether they
have committed, or are alleged to have committed criminal offences and/or
violations of international human rights law and international humanitarian
law.
Mode of Application:
If you are qualified and interested in
please submit your resume online by visiting the e-recruitment website HERE.
